You can also print letters from a single Customer Letter record while entering or viewing it by clicking the Printer icon (Windows/Mac OS X) or selecting 'Print' from the File menu (all platforms). To print letters to screen, click the Preview icon (Windows/Mac OS X only).
You can use the following fields when you design the Form to be used by the Customer Letter document:
Field in Form | Prints |
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These fields print information from the Customer Letter record. |
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Contact Person | Contact (i.e. Contact Person name) |
Customer Number | Customer (i.e. the Customer or Supplier Number) |
Date with Month In Words | Date, with the month as a word. For example, 2/1/2018 will be printed as "02 January 2018". The Date Order (e.g. day, month, year) will be taken from the Company Date and Numeric Format setting |
Day | The day from the Date. For example, the day from 2/1/2018 will be printed as "2" |
Document Type | Prints "Customer Letter". This field only prints if the VAT Law in the Company Info setting is set to "Portuguese" |
Email | Email |
Greetings | Greetings |
Header | Header |
Invalid Invoice | Prints the phrase "Document not valid as an invoice". This field only prints if the VAT Law in the Company Info setting is set to "Portuguese" |
Job Description | Job Title |
Month | The month from the Date. For example, the month from 2/1/2018 will be printed as "1" |
Serial Number (Number Series) | No. |
Signature | Signature |
Text | Text. You can enter as the Field Argument the maximum number of characters that can be printed in one line. For example, if the Field Argument is 40, up to 40 characters will be printed per line (fewer if the 40th character occurs in the middle of a word). If you do not specify a Field Argument, it will be assumed to be 90. Usually you will need to specify a Field Argument if the field is not wide enough for 90 characters: do not enter a number of characters that is too great for the width of the field. You should specify a Line Height for this field |
Transaction Date | Date |
Transaction Date (transdate) | Date |
Transaction Time | Time |
Year | The year from the Date. For example, the year from 2/1/2018 will be printed as "2018" |
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These fields print information from the Contact record whose Contact Number is in the Customer field in the Customer Letter or, if the Customer field contains a range, from each Contact record in turn. |
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Bank Code | Account Operator |
Country Code | Country |
Customer Fax Number | Fax |
Customer Telephone Number | Phone |
Customer VAT Reg. Number | VAT Reg. No. |
Delivery Address | Delivery Address. This information will be printed on separate lines, so you should specify a Line Height for this field |
Delivery Address 5 | Fourth line of Delivery Address |
Delivery Address 6 | Fifth line of Delivery Address |
Name | Name |
Salutation 1, Customer | Salutation 1 |
Salutation 2, Customer | Salutation 2 |
Salutation 3, Customer | Salutation 3 |
Search Key | Short |
Supplier Address 1 | First line of Delivery Address |
Supplier Address 2 | Second line of Delivery Address |
Supplier Address 3 | Third line of Delivery Address |
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These fields print information from the Contact record whose Name is in the Contact field in the Customer Letter or, if the All Contact Persons option is checked, for each Contact Person in turn. |
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Contact Person Title | Courtesy Title |
Salutation 1 | Salutation 1 |
Salutation 2 | Salutation 2 |
Salutation 3 | Salutation 3 |
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These fields print information from the Contact record whose Name is in the Contact field in the Customer Letter or, if the relevant field in that Contact record is blank, from the Contact record whose Contact Number is in the Customer field (or from each Contact Person or Customer in turn). |
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Contact Person Address | Invoice Address. This information will be printed on separate lines, so you should specify a Line Height for this field |
Contact Person Fax | Fax |
Contact Person Phone | Phone |
Department | Department |
Job Description 2 | Job Title |
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If the Contact Number in the Customer field in the Customer Letter belongs to a Customer or Supplier, the following fields allow a table to be printed that lists the Contact Persons that are connected to that Customer or Supplier. Apart from the Job Title, the information in these fields will be taken from the Contact Relations records that connect the Contact Persons to the Customer or Supplier. You should specify a Line Height in these fields, and set the Format to "Header": |
Contact Email | Contact Email Address |
Contact Job Description | Job Title from the Contact record for the Contact Person |
Contact Name | Contact Name |
Contact Phone | Contact Phone |
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These fields are useful if the Contact Number in the Customer field in the Customer Letter belongs to a Customer or, if the Customer field contains a range, for the Customers in the range in turn. If the Contact Number in the Customer field belongs to a Supplier or Contact Person, these fields will print 0.00. |
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Aged Total | prints the total outstanding amount for the Customer in the Sales Ledger, calculated from open and overdue Invoices |
Aged Value 0 | prints the Sales Ledger amount that is not yet due for payment on the date the letter is printed |
Aged Value 1-7 | print the overdue amounts divided into ageing periods. The ageing periods are determined by the Age Limits setting in the Sales Ledger or the Accounting Periods setting in the Nominal Ledger. |
| For example, if you have specified age limits in the Age Limits setting of 30, 60, 90 and 120 days, Aged Value 1 will print the amount outstanding for between 0 and 30 days, Aged Value 2 will print the amount outstanding for between 31 and 60 days, and so on. In this example, as there are four ageing periods, Aged Value 5 will print the amount outstanding for longer than 120 days. |
| If you want the ageing periods to be determined by the Accounting Periods setting, use the Use Accounting Periods instead of Age Limits option in the Age Limits setting, and specify how many Accounting Periods you want to use. |
| The age of an Invoice is the number of days between its Due Date and the date the letter is printed. |
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These fields print information from the record in the Banks setting that is used as the Account Operator in the Contact record whose Contact Number is in the Customer field in the Customer Letter or, if the Customer field contains a range, from each Contact record in turn. |
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Bank Account | Account (IBAN) |
Bank Address | Address. This information will be printed on separate lines, so you should specify a Line Height for this field |
Bank Address 0 | First line of the Address |
Bank Address 1 | Second line of the Address |
Bank Address 2 | Third line of the Address |
Bank Address 3 | Fourth line of the Address |
Bank Address 4 | Fifth line of the Address |
Bank Clearing | Clearing |
Bank Corresponding Account | Corr. Account |
Bank Name | Name |
Bank Sorting | Sort Key |
Bank Swift | BIC (SWIFT) |
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These fields print information from the Customer Letter, from the Contact record whose Name is in the Contact field in the Customer Letter or from the Contact record whose Contact Number is in the Customer field (or from each Contact Person or Customer in turn). |
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Address | Name from the Customer Letter or the Customer (if you are using the Organisation Name option in the Form Settings setting) and (Invoice) Address from the Customer Letter, the Contact Person or the Customer. This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.) |
Address 1 | First line of the Address from the Customer Letter or the Customer |
Address 2 | Second line of the Address from the Customer Letter or the Customer |
Address 3 | Third line of the Address from the Customer Letter or the Customer |
Address 4 | Fourth line of the Address from the Customer Letter or the Customer |
Address 5 | Fifth line of the Address from the Customer Letter or the Customer |
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These fields print information from the Person record whose Signature is in the Sign field in the Customer Letter. |
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Email Salesman | Email Address |
Person | Name |
Profession | Job Descr. |
for details of the standard fields that you can also include in the Form Template.